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Skillful Project Management Tips – Status Meetings (#1 in the series Skillful Project Management Tips)
By John Filicetti

Developing Status Meeting Agendas

  • Status Meetings and other meetings are a core tool for managing a project
  • Sample Status Meeting Agenda:
    1. Progress against the Project Schedule
      1. Review major accomplishments for past week
      2. Identify goals for next week
    2. Issues/Action Items Log management
      1. Review current issues to update and/or close as appropriate
      2. Identify and record new issues, including owner and due date
    3. Provide information on future project meeting dates

Managing Status Meetings

Project status meetings allow project team members and customers to stay informed of project performance, problems, issues and expectations. The project manager is able to gather the information during the status meeting and communicate the information to project stakeholders in Status Reports.

  • Weekly or bi-weekly Status Meetings can be conducted in person, via conference call, or a “net” meeting
  • Facilitation tips:
    1. Adhere to the agenda
    2. Begin & end the meeting on time
    3. Encourage discussion, but drive for decisions and issue resolution
    4. Identify issue/action item takeaways, including owner and due date
    5. Hold the project team accountable for their deliverables! Ensure them that the project is highly visible and its success depends on their effort
    6. Escalate any issue to the sponsor or key stakeholders that can’t be resolved in a status meeting
    7. Thank meeting participants for their contributions
    8. As soon as the meeting is complete, publish meeting minutes and distribute along with the updated project schedule, issues/action item matrix, and any other documents as appropriate
  • Help the project by helping those who are presenting or reporting on a deliverable. Remind them in advance of the meeting about their responsibility, and help with logistics as appropriate

John F. Filicetti, PMP, MBA
John Filicetti is a Sr. Sales Engineer/PM-PMO-PPM Consultant with a great depth of experience and expertise in enterprise project management, project management methodologies, Project Portfolio Management (PPM), Project Management Offices (PMOs), Governance, process consulting, and business management. John has directed and managed project management teams, created and implemented methodologies and practices, provided project management consulting, created and directed PMOs, and created consulting and professional services in such areas as project portfolio management, Governance, business process re-engineering, network systems integration, application development, infrastructure, and complex environments. John has enjoyed many years as PMO Director for large corporations in the Seattle area and leads the PMO Roundtable discussion group and forum.

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